Developing Effective Compliance Management Systems in China: ISO Tim Klatte 01 February 2018 Shanghai, China

Transcription

1 Developing Effective Compliance Management Systems in China: ISO37001 Tim Klatte 01 February 2018 Shanghai, China

2 Today s Discussion Introducing ISO37001 Its Benefits & Misconceptions 12 Case Studies 18 Closing Thoughts and Q&A 21 Appendix: Seven Compliance Areas 1

3 Introducing ISO

4 What is ISO? An independent, non-governmental organization A global network of national standards bodies with one member per country Coordinated by a Central Secretariat in Geneva, Switzerland. Non-profit Organization Provides a platform for developing practical tools through common understanding and cooperation with all members * Numbers current as of 13 October Grant Thornton 致同

5 What is ISO 37001? ISO has been a closely monitored standard throughout it's development and it's publication opens up a new perspective on Anti- Bribery and Anti-Corruption (ABAC) compliance: Published on 15 October 2016 after several years of development by 41 countries including China, India, Mexico, UK, and the United States; Lays out a framework for establishing a strong anti-bribery program that is reasonable and proportionate according to the company's bribery risks; Designed to be used by small, medium, and large organization in the public, private, and non-profit sectors; ISO moves beyond the U.S. and UK-centric anti-corruption guidelines that are industry standards. ABAC Game Changer: first time ever, companies can certify their anti-bribery program under a global standard (37001) 2017 Grant Thornton 致同

6 What is an Anti-Bribery Management System? A system that is designed to instill an anti-bribery culture within a company and implement proper controls, which as a result will increase the chances of detecting bribery and reduce its incidence in the first place. ISO 37001, Anti-Bribery Management Systems Requirements with guidance for use, gives the requirements and guidance for establishing, implementing, maintaining and improving an anti-bribery management system; System can be independent of, or integrated into, an overall system. Covers bribery in public, private and not-for-profit sectors; Includes bribery by and against an organization or its employees, and bribery paid or received through a third party; Bribery can take place anywhere, be of any value and can involve financial or non-financial advantages or benefits Grant Thornton 致同

7 ISO FRAMEWORK ISO Framework 7 Compliance Areas Organization Leadership Planning Support Operation Performance Improvements ISO 37001: Anti-Bribery Management System 2017 Grant Thornton 致同

8 ISO Development Process ISO was developed by a Project Committee established by ISO in The committee comprised experts from the 35 participating countries (includes China), 22 observing countries and 8 liaison organizations. New Work Item Proposal (NWI) 2nd Working Draft (WD2) 2nd Committee Draft (CD2) ISO was published formally 1st Working Draft 1st Committee Draft International (WD1) Draft (CD1) Standard (DIS) London Madrid Miami Paris Kuala Lumpur Mexico Geneva 2017 Grant Thornton 致同

9 Its Benefits & Misconceptions 8

10 BENEFITS Benefits of ISO Certification Good Governance The global standard is a way to achieve good governance and the companies commitment to compliance. Presenting an ISO certification will help in showing the enforcement agencies that the company is taking action to mitigate these bribery risks. Government Enforcement Agencies Competitive Advantage Companies want to engage with ethical 3 rd parties and the ISO certification will be one mechanism for the 3 rd party to demonstrate that they operate with integrity and ethical reputation. Certification will provide assurances that the controls that were implemented in emerging markets are working, as these countries are considered the riskiest in the world for anti-bribery purpose. Mitigate Risks 2017 Grant Thornton 致同

11 ISO Misconceptions #1 ISO is a race to the bottom It provides a high-water mark where firms must meet global standards including rigorous requirements & documentation to obtain certification. While a company must be recertified every 3 years, they must also undergo a smaller annual audit to show continuous improvement. #2 ISO and ISO are equivalent While both relate to the compliance community, the standards are completely different. ISO does not provide specific guidelines to anti-bribery systems and is also not certifiable. Companies can use this standard to evaluate and establish compliance programs, but certification is not available. In addition, ISO is the first and only ISO international standard relating to compliance programs and anti-bribery mgmt systems Grant Thornton 致同

12 ISO Misconceptions #3 Anyone can certify ISO ISO strongly recommends using qualified certification bodies that adhere to certain standards. Companies using an unqualified certifier do so at their own risk. If a company is looking for certification, then they should look for a certifier that follows the requirements of ISO and and that uses auditors who have expertise in compliance programs and anti-bribery practices. #4 ISO is only good for certification ISO is an excellent tool for benchmarking a program, conducting a gap analysis to fix the holes in a compliance program, and for internal auditors to gauge the effectiveness of a company s anti-bribery program s effectiveness Grant Thornton 致同

13 Case Studies 12

14 ISO 37001: Anti-bribery management systems Case Study #1 Singapore SS ISO 37001: Singapore Implementation Main objective is to help Singapore s companies strengthen their anti-bribery compliance systems and processes to global standards. This is necessary to increase trust and confidence in their products and services and boost their competitiveness in global markets. Adopted standard on 12 April 2017 and will have developed an accrediation scheme for certification bodies providing SS ISO certification services by the end of SPRING Singapore and CPIB released joint statement saying ISO is based on internationally recognized good practices [and] provides guidelines to help Singapore companies strengthen their anti-bribery compliance systems and processes to ensure compliance with anti-bribery laws. Will help Singapore firms manage corruption risk when they continue to expand overseas Grant Thornton 致同

15 ISO 37001: Anti-bribery management systems Case Study #1 Singapore SS ISO 37001: Specific Requirements The SS ISO 37001, similar to ISO 37001, specifies requirements for: 1. top management leadership and commitment; 2. anti-bribery policy and procedures, as well as relevant training to personnel; 3. third party risk assessments and due diligence; 4. financial, procurement, commercial and contractual controls; 5. reporting, monitoring and investigation procedures; 6. appropriate remedial measures and continual monitoring and improvement; 7. oversight by a compliance manager or function 2017 Grant Thornton 致同

16 Awareness Case Study #2 Peru ISO 37001: Peru Implementation On 5 April 2017, Peru was the first country in Latin America to adopt the voluntary standard ISO The major motivation being the discovery of massive corruption in the private and public sector all over South America, most notably the major construction company Odebrecht. Peru lost an estimated 3.94 billion USD to corruption in 2015 as a result misappropriation of public funds, collusion and bribery. Adopting the ISO standard was a pivotal move to decrease corruption and gain traction on international business opportunities. Implementation Challenges Completing accreditation scheme for private firms in 2 months at the latest. Promoting the ISO standard to the private sector. Implementing the standard as a requirement for the public sphere Grant Thornton 致同

17 Case Studies #3 & #4 U.S. Corporations Walmart On 3 May 2017, Wal-Mart began looking for a 3rd party to certify them in ISO By getting certified by an international program, this will help companies defend against isolated cases of corruption or poor business practices. Wal-Mart has invested more than 141 million USD on global ethics and their compliance system. By adopting the standard, Wal-Mart will lead the way for American companies as the standard begins to gain traction internationally. Microsoft Announced that it will be the first American and first multinational company to try and adopt the anti-corruption compliance program to the new international anti-bribery standard, ISO Currently searching for independent and accredited third party that will perform deep analysis of current program and ensure it satisfies criteria of new standards. As a global company, Microsoft has 120,000 employees in more than 190 countries. David Howard, Corporate VP & Deputy GC, Litigation, Competition law and Compliance for Microsoft states that ISO will be, A common consistent and rigorous standard for anti-bribery will cut across countries, industries and all segments of the value chain Grant Thornton 致同

18 Case Study #5 UK Corporation London-based CPA Global announced it has already implemented ISO With operations in over 190 countries, CPA Global manages IP for other businesses, resulting in a large part of their company consisting of local law firms acting as agents of CPA Global. ISO is ideal for this European company as it needs an anti-bribery system non-us individuals can understand and respect. As ISO is more popular in Europe than America, it makes this new anti-bribery system easier to merge with older standards and systems already in place, such as the standard for risk management. CPA Global demonstrates the flexibility of this new standard as companies of different size, location and prior systems can adopt it. CPA Global s certification is good for 3 years Compliance program will get annual reviews until re-certification In 2020 process starts again Grant Thornton 致同

19 Closing Thoughts 18

20 Awareness In Closing 64% 56% of companies are of companies felt this more likely to certification would conduct business effect the amount of with a third party that DD they conducted is certified. on a third party Grant Thornton 致同

21 Questions? 20

22 Appendix: The Seven Compliance Areas of ISO

23 ISO FRAMEWORK Framework of This New Standard Organization Leadership Planning Support Operation Performance Improvements Understanding the organization, expectations of stakeholders, scope, system and bribery risk assessment Governing body, anti-bribery policy, compliance function roles and responsibilities Address risks and opportunities, compliance objectives and planning of activities Resources, competences, awareness and training, communication and documentation Due diligence, controls, anti-bribery commitments, gifts, hospitality and donations, raising issues and investigations Monitoring, measurement, analysis and evaluation, internal audit and reviews Nonconformity and corrective action and program improvement

24 ISO FRAMEWORK Framework of This New Standard Specific requirement and benchmarks of the Standard The standard was developed as a guideline for best practice All companies which are already certified will need to be re-certified every 3 years, provided that annual audits are completed Key points to be noted in regards to each area of the framework is discussed below

25 ISO FRAMEWORK Framework of This New Standard Organization Understanding the organization, expectations of stakeholders, scope, system and bribery risk assessment Understanding the organization: There are many external and internal issues which will affect the organization s ability to achieve its anti-bribery objective. Such factors include: the size and structure, the location and sector of the organization, the nature, scale and complexity of the organization, nature and extent of interaction with public officials, applicable statutory, regulatory, contractual and professional obligation and duties, and etc. Organisation Expectations of stakeholders: The organization must distinguish between mandatory requirements and the non-mandatory expectations of stakeholders Organizations must document, implement, maintain and continually review their system once established Scope: The system may be used as a standalone or part of an integrated system. The scope should cover facilitation and extortion payments

26 ISO FRAMEWORK Framework of This New Standard Organization Understanding the organization, expectations of stakeholders, scope, system and bribery risk assessment System: The system should be set up so that measures can identify and evaluate risk, and also prevent, detect and respond to bribery Bribery risk assessment: The bribery risk level depends on the organization s risk appetite. The organization will be responsible for establishing their own criteria in regards evaluating bribery risk Organisation Organizations may choose a 3 tie criteria such as low, medium, high, or a more detailed approach Factors which were listed in Understanding the organization must be taken into consideration

27 ISO FRAMEWORK Framework of This New Standard Leadership Governing body, anti-bribery policy, compliance function roles and responsibilities According to the standard, the top management will need to demonstrate leadership and commitment with respect to the anti-bribery management system where a governing body does not exist In practice, it will be sufficient for the governing body to be knowledgeable about the content and operation of the system, and exercise reasonable oversight with respect to the adequacy, Organisation effectiveness and implementation of the system. Top management is required to establish, review and maintain the anti-bribery policy The top management can assign their responsibility to an anti-bribery compliance function. However, this does not free them of their overall responsibility for the implementation and compliance of the system Top management must ensure that the processes are implemented, monitored, and reviewed periodically

28 ISO FRAMEWORK Framework of This New Standard Planning Address risks and opportunities, compliance objectives and planning of activities When planning for the anti-bribery management system, the company must be reasonably assured that the system can achieve its objectives, while limiting any undesired effects Objectives and goals are to include both drivers at process level and results. Performance indicators are to be identified and monitored Organisation Questions that the organization must address include the following: 1. What will be done 2. What resources will be required 3. Who will be responsible 4. When the objectives will be achieved 5. How the results will be evaluated and reported 6. Who will impose sanction and penalties The objective of the system must be documented

29 ISO FRAMEWORK Framework of This New Standard Support Resources, competences, awareness and training, communication and documentation Resources: Provide sufficient human, physical and financial resource for the system to be established and function effectively Competence: The organization has to make sure that their staff are competent for their work The organization has to make Organisation sure that their employees are aware and will comply with the anti-bribery policy Where a position is exposed to more than a low bribery risk, due diligence should be conducted before the person is employed, performance evaluation and rewards need to be reviewed periodically, and declarations are to be held periodically Awareness and training: Training is to be provided to all employees, and business associate, at regular intervals. Training can be held online, or in person, and training must be documented

30 ISO FRAMEWORK Framework of This New Standard Support Resources, competences, awareness and training, communication and documentation Communication: Internal and external communication on anti-bribery management system are to be communicated based on: Information to communicate Timing of communication Speaker and audience Method of communication Language used Organisation The anti-bribery policy must be available to all employees and business associates Documentation: Documentation must be made available, be updated regularly, and adequately protected

31 ISO FRAMEWORK Framework of This New Standard Operation Due diligence, controls, anti-bribery commitments, gifts, hospitality and donations, raising issues and investigations Due diligence: When there is more than low bribery risk, due diligence must be carried out on transaction, projects, activities, business associates, and/or employees. When evaluating, factors to be considered include structure, nature and complexity, level of control and visibility, business associates and others involved, etc. Organisation Controls: Controls include both financial and non-financial controls, which should both be developed with an aim to reduce bribery risk Procedures shall be implemented in all organizations that the organization has control over Where the organization does not have control over the business associate, it will be ideal for the business associate to have equivalent controls implemented

32 ISO FRAMEWORK Framework of This New Standard Operation Due diligence, controls, anti-bribery commitments, gifts, hospitality and donations, raising issues and investigations Anti-bribery commitments: Should the business associate pose more than low bribery risk, the organization should require, where practicable, the business associate to commit to prevent bribery, preferably with commitment in writing Gifts, hospitality and donations: Best to avoid as far as possible Organisation any gifts, hospitality and donations Where gifts and hospitality is accepted, control on the extent and frequency of gifts should be established, along with advance approvals Steps should be taken to control any donations, sponsorships, promotional expenses and community benefits Raising issues and investigations: Raising issues: The organization should ensure that all personnel are aware of the procedure and encourage reporting in good faith Investigation: Investigation should be carried out in confidence

33 ISO FRAMEWORK Framework of This New Standard Performance Monitoring, measurement, analysis and evaluation, internal audit and reviews Organizations are suggested to periodically perform self-assessments to assess the effectiveness of the system Internal audit is to be done at a regular basis, usually annually. Audits should be reasonable, proportionate and risk based Organisation Reviews Compliance function: To review whether the system has been implemented effectively, and whether it can adequately manage bribery risk faced by the organization. This must be carried out at least annually Top management review: Top management must review the antibribery management system and decide on improvement opportunities and needs for change. All information is to be documented and reported to governing body Governing body review: Governing body is to review the system based on information provided by top management, or as they seen appropriate

34 ISO FRAMEWORK Framework of This New Standard Improvements Nonconformity and corrective action and program improvement Where nonconformity occurs, the organization must react promptly, take action and deal with the consequences The company must also evaluate, implement and review where appropriate, if any action needs to be take to prevent future incidences of nonconformity All incidences must be documented Organisation

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